Boulder Creek
Operations
 Start here Board Pricing Library
Boulder Creek Operations · how it works

How the system works

Where bookings live, how one comes on, and who owns what. About five minutes.

Start here

Nothing moves between the calendar and the Sheet.They're two separate lists. The board reads both and shows them together. It never changes either one.

📅
The Calendar
Where events are born. Dates and notes. The team already lives here.
📋
The Booking Sheet
Where a booking gets its full record: money, contacts, real status.
× they never talk to each other
↓↓
the board reads both lists — it never writes back
The Board
A window. It shows everything from both lists. Nobody edits the board.

So when someone asks "does the Sheet stay accurate?" the honest answer is: the Sheet is accurate because a person keeps it accurate. The board is a mirror. It can't be more right than what you typed. Change a deposit in the Sheet, and the board shows it a minute later. That's the whole loop.

How a booking comes on

Eight steps. The order holds.The timing flexes: a wedding books a year out, a day group books in a week. Both walk the same eight.

1
It comes in
An inquiry lands, any channel, one place. It notifies the people who need to know.
One front door
2
Someone owns it
One name goes on it the same day, off the ownership matrix. Nothing is everyone's job.
Ownership matrix
3
We decide if it fits
Campus fit, impact, revenue. Not everything gets a yes. The mix is what we steer.
The fit read
4
On the calendar
Dates and units, as an inquiry. Color shows status. The board picks it up on its own.
Calendar
5
They see the place
Local, they tour it with the lead. Not local, we get on a call. A person walks them through the price.
Tour or call
6
We price it, food in
One number off the price sheet, with Julie's food inside it. Never made up.
Price sheet
7
Agreement + deposit
Agreement out, 25% holds the dates. It moves into the Sheet as Pending contract.
The Booking Sheet
8
Confirmed
Countersigned and deposit in. Money and a signature, never a text. Then lock the final count.
The Booking Sheet
A booking is born on the calendar and grows up into the Sheet. The board watches the whole thing and never interferes. At step 7, rename the calendar entry to match the Sheet, or remove the calendar copy, so one event keeps one home.
Step 3, up close

Not everything gets a yes.Three reads on every inquiry, scored 1 to 5. A low revenue score isn't automatically a no. The mix is what we're steering, not any single booking.

Campus fit
Does this belong here, and does it sit well alongside whoever else is on the property that week?
Impact
Does it serve the pillars and the culture we're building?
Revenue
Does it carry its weight against the $1M target?

The season we're aiming for, as a starting target: roughly 30% nonprofit, 30% military training, 40% high-revenue retreats and buyouts. Buyouts are Priority 1 inside that last group. These numbers are a first pass, not a proven mix.

Naming on the calendar

What to call it, and how to see status at a glance.Most people look at the calendar before anything else, so the calendar has to answer "is this solid?" without opening a thing.

STATUS – Who + What
The status tag comes first, then the name. If it is fully booked, skip the tag: no tag means confirmed. So the only events carrying a tag are the ones that are not solid yet, and those are exactly the ones you need to spot. Three tags reach the calendar (INQUIRY, QUOTED, PENDING). The Booking Sheet carries two more, Open and Qualified, and those never go on a calendar title.
Confirmed, no tag needed:
Miller Wedding
Agreement out, not both back:
PENDING – Dirk Family Reunion
Just an inquiry:
INQUIRY – Corporate Retreat
Quote sent:
QUOTED – Austere Surgery Course
A day event:
Fish & Game Dinner
A produced event:
Christmas Village · Weekend 1
Three tags, that is the whole list. Same event = same name, one home.
The one-page calendar standard, printable →
Colour the event too

Optional, and never worry about it. If you want the status readable from the month view, set the event colour too: Basil booked, Sage pending, Tangerine quoted, Banana inquiry. The tag is what counts. Tag it and move on.

The board strips the tag for you

You do not end up with "PENDING – Dirk Family Reunion" cluttering the board. The board reads the tag, sets the status colour from it, and shows the clean name: Dirk Family Reunion. Write the tag once on the calendar and both places stay right.

Where each change goes

One master per fact.A fact lives in exactly one place. Never type the same thing in two.

The Calendar
Dates, new events, day-to-day notes. Where events are born and where holds and pencils live.
The Booking Sheet
Money, contacts, status, headcounts. The moment a booking needs any of these, it moves here.
The Price Sheet
Rates. Change the pricing workbook first; the price page follows it.
The Board
Nothing. The board is read-only. Every booking on it links back to the place it's edited.
Where to go next

The four places you will actually use.

The Board
Today, the campus map, and what's open. Read-only.
Open the board →
The Booking Sheet, explained
Every column, what it means, what to type.
Learn the Sheet →
Pricing
Every current number, on one page.
Open the price sheet →
The Library
Every standard and guide in one place.
Open the library →